Adding Customers in QuickBooks Training

Posted by on Jan 15, 2011 in Customers Module | 1 comment




Gather all the information that you have on hand to do with Customers — parties who will pay you for your services or product.

Go to your Home page and click the Customer Centre tab. This will open up the Customer Centre where you can perform all functions that have to do with Customers and Jobs.

If you have a customer for whom you will perform more than one job and you need to track the revenue and expenses, you will have to set up a customer first before you add the jobs. Adding jobs will be very similar steps as adding customers, except the jobs will reside below the customer name as a sub-name in a stepped fashion. I will describe how to perform this at the end of this article.

In the Customer Centre you can add, edit, print reports, export and import customer lists and transactions, create and review invoices, statements, sales receipts, credit memos and refunds.

You’re now going to add a new customer, which you can do in either of the following two ways. You can click on New Customer & Job or right click on your mouse and chose New Customer.  Type in the short form for this customer’s full name, making sure it is identifiable to you or anyone using this module.

Depending on your start date and type of business, you may or may not have an opening balance for this Customer. You do not have to insert an opening balance in order to continue working in this screen. Working down the fields, fill in the rest of the Address Info required. Remember that the Tab key will step you through the fields.

When you’re finished with the Address Info tab you can click on the Additional Info tab. Here you have a number of fields that need to be setup. The terms, preferred send method and sales code should be filled in. The type can identify your sales, for example retail or wholesale. The rep has to do with a sales representative, and the price level is for special prices for individual items related to customers or jobs.

Next click on the Payment Info tab. How much information you fill in here will depend on the payment method you use. Is it cash, cheque, interact, debit card, credit cards or direct payment? You can also assign account numbers and credit limits.

If you know that a specific customer has trouble paying on time and the aging of these receivables is more than you want to carry, then you can set a credit limit for them.

The last tab is the Job Info. I don’t see enough companies today utilizing this tab. It has some very essential data and target dates. Once you have finished entering all that you need, click on OK to add the customer.

You will now see the new customer’s name underneath the Name and Balance Total column. If you need to add a job to this customer, then highlight the customer by clicking on the name, right click on your mouse, chose Add Job and then proceed to fill out the fields in the tabs as you did for the customer setup.

Once you have finished adding all your customers, and depending on the start date, you can proceed to enter transactions. If your start date is somewhere in your current fiscal year, I’ll use the first quarter again as an example, then you will need to enter in the past historical transactions.  There are a couple of thoughts related to this concept.

Is the dollar value of the transactions enough to warrant inputting? If you have the invoice number, date, amount and other specific information in another software package or in an Excel spreadsheet, then you may get away with just adding the customer’s outstanding balance in the setup.

If not, then you will need to enter them one by one, in the order of the date that they occurred, starting with sales. This includes all invoices, sales receipts and statement charges. Following in order will be: customer payments received for the outstanding invoices, credit memos and refunds.

I will deal with adding customer related transactions in the next part of this series.

As always, if you run into problems that have you stumped, then you can contact your QuickBooks Trainer or ProAdvisor.

Remember that you can follow me on Twitter for tips and updates also.


One Response to “Adding Customers in QuickBooks Training”

  1. Hello, I just wanted to take the time to make a comment and say I have really enjoyed reading your blog. Thanks for all your work!


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